Salary
€28,077

Department

Regional Operations / Business Support

Reporting to

Regional Manager / Department Manager

Role Purpose

Provide comprehensive administrative and secretarial support to a regional team, ensuring the efficient and effective delivery of day-to-day administrative operations. Work closely with managers and colleagues to support departmental objectives through a broad range of administrative, organisational, and coordination activities.

Key Responsibilities

Administrative Support

• Provide administrative and secretarial support to managers and team members.
• Manage calendars, schedules, appointments, and meeting arrangements.
• Prepare documents, reports, presentations, and correspondence.
• Organise meetings, including agendas, minute taking, and follow-up actions.
• Respond to telephone, email, and in-person enquiries professionally.
• Maintain departmental records, files, and documentation.
• Create and update spreadsheets, databases, and administrative systems.
• Collate, verify, and process information for reporting purposes.
• Produce regular reports and support management reporting requirements.
• Assist with budget administration, purchase requests, and financial record-keeping.
• Support project administration and other operational initiatives as required.
• Liaise with internal departments, external stakeholders, suppliers, and service providers.
• Assist with office facilities, maintenance coordination, and health and safety administration.

Programme and Operational Support

• Provide administrative support for organisational programmes, projects, and initiatives.
• Monitor shared mailboxes and respond to routine enquiries.
• Coordinate documentation for projects, meetings, and regional activities.
• Support programme implementation, review processes, and reporting requirements.
• Assist with data collection, surveys, and information management.
• Support clients or customers in accessing organisational services where required.

Events and Activities

• Coordinate meetings, workshops, conferences, and events.
• Organise travel, accommodation, venues, catering, and logistical arrangements.
• Manage event registrations and provide on-site administrative support.
• Assist with event communications, promotional activities, and follow-up administration.

Team Contribution

• Work collaboratively as an active member of the team.
• Contribute to continuous improvement initiatives and operational efficiencies.
• Undertake additional administrative duties as required.

Essential Skills:

• Excellent administrative, organisational, and secretarial skills.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities while meeting deadlines.
• High level of accuracy and attention to detail.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Ability to learn new systems and software quickly.
• Professionalism, confidentiality, and sound judgement.
• Strong interpersonal skills with the ability to work effectively within a team.
• Positive, adaptable, and proactive approach to work.
• Commitment to continuous learning and process improvement.